1. 2018 SOUTHWEST/SOUTHEAST REGION LEADERSHIP CONFERENCE
JUNE 28 & 29, 2018
ARMA Board & Chapter Officer Roles & Responsibilities Training – Membership
“Building for a Better Board of Directors & Chapter Year!”
Presenters: ARMA SW Region Officers & Chapter Leaders

2. Membership Training Officer Roles: VP Membership
Co-Presented by:

3. Vice President’s Common Duties
Serve as voting members of the Board.
Act as liaisons to the board for their respective committees.
Prepare a report to the President a week before board meetings.
Attend meetings of your respective committees.
Secure suggestions from your committees to present to the board on their behalf.
Perform other duties as requested by the President, Ex VP or the Board.
Identify and mentor future chapter leaders.

4. VP Membership Responsibilities
The VP of Membership is responsible for overseeing the following committees:
Membership
New Members
Job Clearinghouse
The VP of Membership must appoint a chairperson and at least one member for these committees.

5. Membership Committee Functions
Keep the membership database current.
Contact new and previous members.
Send letters to non-renewing members.
Maintain member badges for meetings.
Receive & process:
Applications for new members.
Change of status forms.

6. Other Membership Committee Functions
New Member Committee:
Actively welcome new members and encourage member involvement.
Contact new members by phone.
Conduct periodic member orientations.
Develop new member handbook.
Greet new and potential members at meetings.
Help to get new members involved on a committee.
Job Clearinghouse:
Assists persons seeking employment in RIM and for employers seeking individuals qualified in RIM.
May work in tandem with Website Manager to post these opportunities on chapter website.

7. 3 R’s of Membership: Reasons for Joining ARMA Recruitment & Retention
Presented by:

8. What’s the VALUE of Joining ARMA?
Save your organization money
Keep current on info & industry trends to make better decisions
Maximize impact of RIM in your organization
Move on a faster track!
Advance your career
Gain certification
Develop leadership skills
Develop a network of associates with
whom you can collaborate!
Make an impact through information and education!

9. Key issues for RIM Professionals:
Technology issues are driving the RIM industry today:
conversion to electronic records
data retention
storage and recovery
Information protection & security
Industry standards and legislation also draw strong, widespread interest.
Despite the demands of technological innovation, many employers don’t provide enough support to records management.
Most members like to receive education at local seminars. Online courses and seminars are also gaining widespread acceptance.

10. Know ARMA’s programs! Bi-monthly journal Books, videos Webinars
Chapter seminars
Annual conference
Web-based resources
Standards
Legislative/Regulatory info

11. Physical vs. virtual participation: Both have value!
Chapter meetings
Chapter seminars
Annual Conference
Leadership Conference
CRM Study Groups
Virtual:
Information Management Journal
Chapter newsletters
Online resources
Leg/reg updates
Books

12. Membership Recruitment & Retention Planning
Presented by:

13. A Structured Plan of Action
What is the function of your Membership team:
To recruit/retain as many members as possible.
What are your membership goals?
What strategies do you use to accomplish them?
Think of all points of entry & ways to reach prospects.
Reach outside the box to gain members.

14. Plan Development & Execution
Goals / Objectives / Assumptions
How do you measure success?
Implementation strategies
Budget (what will it cost?)
Evaluate to improve
Recognition
Celebrate accomplishments!

15. Planning helps you to: Keep your membership efforts focused.
Use limited resources in the most productive way.
Get the board and members committed to accomplishing the objectives
Define what it means to be successful as a team.

16. Membership Recruitment Where do we look?

17. Where do you draw from? Prospects Referrals New Members
Existing ARMA members on 099 List
Reinstatements
Retention
Other Ideas for Sources of New Members?

18. How do we get people to stay?
Listen to and meet expectations.
Introduce new members to others.
Engage members in meaningful activity.
Based on their needs
Based on their skills
Achievable, non-threatening
Give recognition for contributions.
Other ideas that have worked for your chapter?

19. Recruitment Tips: Add a personal touch
Welcome members and guests upon arrival
Introduce members to members / guests
Ensure no one feels excluded
Develop a camaraderie of fellowship
Entice members and guests to come back
Follow-up / Follow-up / Follow-up !

20. Member get a member campaign
Presented by:

21. Member-get-a-member
The American Society of Association Executives found in a study that member-to-member recruiting was found to be the most effective way of getting people to join organizations...

22. Train volunteers how to recruit:
The goal is give them confidence.
Educate them in a professional way on reasons to join.
Group training works best.
Talk about challenges they are going to face and how they can overcome the challenges...

23. Membership campaigns
Identify a volunteer leader as a head of the campaign because it gives added credibility asking for support from others
Adequately plan all activities surrounding the campaign and set a time frame for the campaign
Have clearly defined goals and objectives - challenging yet achievable

24. Membership campaigns 2
Members will make many contacts with people who do not join
Make sure to have a follow-up system so some- one can call on these prospects again.
If the member joins after the follow up, they should be counted as part of the campaign.

25. Membership Retention: 4 Step Plan
Presented by:

26. Lets start with “What do we know?”
It costs more to get a new member than to keep one.
1st & 2nd year members are less likely to renew – if they do not see the value of ARMA & your chapter!

27. Four step program for member retention
Focus on new chapter members.
Get everyone involved in an activity.
Give Recognition to those who do Get Involved.
Develop an Effective Process for Renewals.

28. Step 1 – Focus on new members
Try to identify why they are joining & reinforce those benefits
Establish a system of new member orientation
Allow new members to attend their first meeting free…
Other ideas that have worked?

29. Step 2: Try to get everyone involved in an activity
Individuals (and organizations) are less likely to drop out and they get more of a return on their investment.
It doesn’t have to be a leadership position!
It can be participation in activities.
Get members to join chapter committees.
Track their involvement.

30. Step 3: Give Recognition to those Who Do Get Involved
Every time someone gets involved on any level, including programs and meetings, someone needs to recognize them and say “Thank You!”
Awards Banquet at year’s end.

31. Step 4: Develop an Effective Renewal Process
ARMA makes six contacts with the member before marking their record inactive. One of the six contacts is a telephone call and another is a hard copy invoice in the mail.
Are you reaching out to members up for renewal?

32. Communications and Outreach
Presented by:

33. Outreach methods Letters & Emails Phone Calls
Media (including social media)
LinkedIn, Facebook
Newspapers or business journals
Radio
Faxing
Other?

34. Letters & Emails Personalize letters or emails to the extent possible.
If communicating with an individual, include earned designations such as CRM, CDIA+, MD, etc.
Consider rules of formality, professionalism.
Determine if it is appropriate to use first or last names (depends on the culture of the organization or locale).

35. Phone Calls
Volunteers placing membership calls is better than ARMA or a telemarketer.
It can be more effective than direct mail because of the direct interaction.
Must start with a list of good, qualified prospects.
Have a purpose for the call and an effective script.
Leave a good, positive message.

36. Phone Call Purposes Follow up tool (with a mailing).
Invitations to meetings
Gain valuable information if the prospect does not join.
Should not be perceived as a hard-sell technique

37. Wrap Up Why do we join ARMA?
Features vs. benefits: What does it mean to me?
Keys for recruiting
Have a plan
Where to look for members
Overcoming objections
Communications and Outreach
Membership campaigns

38. Membership Resources ARMA Leadership Website:
Chapter Connections:
apterConnections.aspx
099 List:
.aspx

39. Questions & Comments Thank You!
Co-Presented by: